Paper Presentation Instructions
Presentation Materials
To support authors in preparing their talks, a PowerPoint presentation template (PVT) is available under the Registration section on the conference website. You can access it at: https://ieee-mesa.org/2025/attend/registration/
ORAL SESSION
Each paper will have a 15-minute talk, and presenters may answer brief questions while the next speaker sets up. Session chairs will cut off speakers who go over the allocated time, so please make sure you are able to deliver the talk in time. Each speaker will open their pre-uploaded file on the presentation computer when they approach the podium for their talk, and speakers will begin as soon as they are introduced by the session chairs.
All authors must upload their presentation(s) to a central server prior to the session. Oral Session speakers will not be allowed to connect personal computers to the projector. Conference volunteers will provide detailed instructions on where and how to upload presentation files. Information on how to join the official WeChat group is available under the Registration section on the conference website: https://ieee-mesa.org/2025/attend/registration/
Presentation Policy for Accepted Papers
In accordance with IEEE Conference Regulations, the following guidelines apply to all accepted papers at IEEE MESA 2025:
- Author Presentation Requirement
Each accepted paper must be presented at the conference by one of its listed authors. This policy ensures that the presenter is knowledgeable about the research and able to effectively address questions from attendees. - Substitute Presenter Requests
If none of the authors are able to attend the conference in person, a qualified substitute presenter may be permitted only with prior approval from the Technical Program Committee (TPC). The substitute must be capable of presenting the research and engaging in Q&A. Authors seeking to nominate a substitute must contact the TPC-Chair in advance of the conference to request approval. - No-Show Policy
Papers that are not presented during the conference—either by an author or an approved substitute—will be classified as “no-shows” and will not be submitted to IEEE Xplore®. Such papers may still appear in the on-site proceedings but will not be indexed or published post-conference. - Appeals and Exceptions
In the case of force majeure or unforeseen events (e.g., medical emergencies, visa denials), authors may appeal the no-show status by providing appropriate documentation to the TPC. Each case will be reviewed individually.
Please ensure all presenting authors or approved substitutes are registered for the conference and prepared to deliver the presentation as scheduled. Questions related to the policy or specific circumstances should be directed to the conference official email: ieeemesa2025@gmail.com.
Manuscript Submissions
All submissions will be handled via the Papercept/Paperplaza platform: https://its.papercept.net/conferences/scripts/start.pl.
Manuscript file: PDF file (version 1.4 or higher) with all fonts embedded, in US Letter page size, searchable, and with no password protection. Final papers sent to be part of the program of the conference MUST be formatted according to the instructions provided HERE.
The expected length of the manuscript is 6 pages. A page charge needs to be paid if your final paper is over this page limit. A maximum of 2 additional pages is allowed, but at an extra cost per page (to be announced). The maximum number of pages is 6 + 2 (with additional cost) = 8.
To upload the final manuscript, at least one of the authors listed on the paper must register for the MESA 2025.
If the paper is accepted, at least one of the authors listed on the paper must attend the conference and present the paper according to the scheduling decided by the conference’s Technical Program Committee. In the (rare) event that the presenter is unable to attend the conference for any reason, it is the presenter’s responsibility to ensure that the paper is presented by a qualified colleague.
IMPORTANT: Manuscripts generated by large language models (LLMs) such as ChatGPT are prohibited as submissions to MESA 2025. We will allow papers for which LLMs are used for light-editing of the authors’ original manuscript, such as for spelling and grammar corrections. During the submission process, the authors will be asked to confirm/certify that their submission represents the personal writing of and preparation by the authors, and was not generated by any large language model, such as ChatGPT or similar.
All papers submitted will be peer-reviewed. All the accepted papers, if they are presented at MESA 2025, will be published in IEEE Xplore and eligible for the journal special issues arranged for the conference.
Please note that the submission deadline is set to July 30th, 2025. No extension is considered at the moment.
